How to Retrieve Leave Balances from a Previous Company in a Partial Sync Account

Navigating employee transfers within a multi-entity organization can be a bit of a logistical puzzle, especially when it comes to tracking time-off balances. If you are managing a Partial Sync account, ensuring that an employee's leave data follows them accurately to their new sub-company is crucial for maintaining payroll integrity and employee trust.

When an employee moves from one branch or sub-company to another, their historical leave records and upcoming accruals need to be reconciled within the system to prevent discrepancies. This guide will walk you through the specific steps for retrieving a comprehensive leave report for transferred employees, ensuring your data remains synchronized and your reporting stays seamless.

To illustrate the process, let’s look at a typical transfer case:

• Original Entity: Company A (VL Balance: 5 credits)
• New Entity: Company B (Transfer Date: August 1, 2025)
• The Issue: Upon transfer, the VL balance showed 0. On September 1, the employee accrued 1.25 credits, resulting in a total of only 1.25 instead of the expected 6.25.

The Resolution Workflow

Because Partial Sync accounts do not always "pull" historical data from the previous entity, you must manually bridge the gap by briefly re-establishing the link to the original company.

Step 1: Retrieve the Leave Balance

First, you need to verify the exact balance the employee held at the moment of departure.

• Temporarily transfer the employee record back to Company A. Go to Sprout HR> Employee Profile, then select the dropdown for the Company: 
  
  
• • Assign them to their original Leave Plan, which you are to retrieve. Here: How to Assign Employees to Standard Leave Plans
  • Take note of the final balance (in our scenario, this is 5 credits).

Step 2: Re-transfer and Override

Once the balance is confirmed, move the employee back to their current entity and consolidate the data.

• Transfer the employee back to Company B.
• Navigate to the Leave Accrual or Employee Profile settings.
• Manual Override: Add the balance from Company A (5) to the current balance in Company B (1.25).
• Result: The employee’s new, corrected balance will reflect 6.25 credits.

To avoid these extra steps in the future, please make sure to download the Leave Report of the employees you will be transferring, so you already have the reference to the remaining leave credits.